Field Operations Officer NGO Career Jobs - American Refugee Committee (ARC) International

Job Title:          Field Operations Officer
Organization: American Refugee Committee (ARC) International
Duty Station:  Nakivale, Uganda
Reports to: Area Coordinator

About US:
The American Refugee Committee (ARC) International is an International nonprofit, nonsectarian organization that provides humanitarian assistance and training to millions of beneficiaries around the world.

Key Duties and Responsibilities:
  • The Field Operations Officer will serve as the overall procurement focal person at the Field site, facilitate the procurement process for Nakivale field office from the initial request to the completion of each order
  • Obtain quotations from ARC’s pre-qualified suppliers in order to effect a competitive and fair process of procurement in line with ARC and donor regulations, which will ensure ARC gets best value for money
  • Prepare Purchase Orders (PO) for approved Purchase Request Forms and negotiate delivery dates and ensure timely delivery with the successful supplier
  • Prepare a procurement report for the Protection Manager weekly, indicating the status of all procurements in relation to the procurement plans at the field
  • Develop and implement a quarterly procurement plan and maintain an updated procurement tracking sheet for the field site in line with the procurement guidelines
  • Work closely with the finance department to administer the final payments to vendors in line with the terms and conditions outlined in the PO
  • Track supplies delivered by the suppliers to the field site to ensure that the appropriate documentation i.e. waybills are submitted to head office
  • Build and maintain existing relationships with prequalified suppliers, as well as identifying new suppliers for categories of supplies that were not pre-qualified for, where needed
  • Update and maintain an electronic and manual filing system for all procurement.
  • Coordinate pending and upcoming procurement deliveries to ensure efficient usage of the transit warehouse, scheduled transport/movement plans between Kampala & the field site.
  • Drive and maintain ARC vehicles within and outside Nakivale Refugee Settlement
  • Work closely with drivers and Protection Manager in the field to ensure that vehicles are in good running condition by ensuring that genuine & correct spare parts are procured when needed, repairs are done as per specifications and that periodic & scheduled vehicle maintenance service is carried out for all vehicles.
  • Prepare field fuel monthly requests for replenishment by the head office.
  • Prepare monthly fleet management reports and submit them to the Protection Manager
  • Plan, coordinate and manage vehicle movements within and outside Nakivale refugee settlement to ensure efficient use of the vehicle resource utilization.
  • Maintain an up to date asset register for all ARC assets in Kampala and field offices, ensuring that all and any new assets are tagged/engraved accordingly.
  • Ensure that any movement of assets is properly approved, recorded and documented.
  • Ensure that proper disposal ARC and specific donor procedures and regulations are followed during any asset disposal.


Qualifications, Skills and Experience: 
  • The ideal candidate for the American Refugee Committee (ARC) International Field Operations Officer job placement should preferably hold a University degree in Logistics, Supply Chain Management, Business Management or similar degree.
  • Five years of related experience working in the field of program and/or Logistics and Operations in an International relief organization.
  • Extensive knowledge of standard INGO and Donor procurement procedures and practices.
  • Excellent writing and communication skills, including proven report writing skills.
  • Practical experience in strategic procurement and the management of contractual relationships and performance outcomes including the tender processes.
  • Previous experience working with a diverse staff and confronting challenging field situations.
  • Able to multi-task and work under pressure.
  • Work experience in a complex emergency setting preferred.
  • High level of Computer literacy and knowledge of software programs: Excel, Access, and similar packages.
  • Previous experience in driving with a driving permit.

How to Apply:
All qualified and interested candidates should send a one-page cover letter, updated CV (maximum four pages) and names, title and contacts of three professional referees, to include most current employer/supervisor - via email to UGjobs@arcrelief.org with the POSITION applied for clearly indicated in the subject line.

NB: Only applications received through the stated email address will be considered. Only shortlisted candidates will be contacted.

Deadline: 18th January 2018 by 5:00 pm

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